department travel

Sociology Faculty Travel Instructions

There have been some new policies regarding travel so please follow these steps so
that your travel request and reimbursement claim can run smoothly.

If you are traveling, you will need to notify us as soon as possible and follow the
steps below to file your travel paperwork.

For domestic travel, you must allow 30 days from the beginning of the approval process
to be sure your request can be met in time.

For International travel, you must allow 60 days from the beginning of the approval
process to be sure your request can be met in time.

Before you travel:

Step 1:

Please fill out the form below to submit your travel details and estimates. If you
have nothing to claim, please type 0 in the specific category. Please overestimate
your expenses. You will also be emailed a copy of the form once you press submit.

Step 3:

If you are traveling internationally, you must fill out additional paperwork. Please
submit this paperwork to Toni.Travel to High Hazard areas require Chancellors Office approval first before insurance
can be procured.

Chancellor’s Office High Hazard Insurance Form (Toni will send this to you if you
are traveling to a high hazard area)

Any expenditure paid by traveler in a forgein currency will need a proof of the currency
exchange rate at the day of the purchase. Use this link to look up the currency rate and print a confirmation

Step 4:

Are you claiming mileage? Any state employee who is driving on university business
must complete the Defensive Driving Program before traveling to receive mileage reimbursement.
(The Defensive Driving Program can now be done completely online- www.csusm.edu/etc)

Step 5:

Submit all receipts, estimates, and confirmations pertaining to your travel to Toni.
If you are staying in a hotel, flying, or renting a car, you must submit an estimate
or actual receipt. (Estimates must be printed from the website showing costs)

If you are attending an event or conference, please also provide a copy of the announcement
or schedule.

Step 6:

Per the CSU Travel Procedure G-001 when traveling within the US, lodging rates are
not to exceed $275 per night before taxes and resort fees, excluding internet and
parking. You may request an exception to this procedure by filling out Lodging Cost
Exception Preapproval form. Please fill out the form, sign, and submit to Toni.

Step 7:

Make sure everything is turned in at least 30 days before you travel. We will contact
you to sign your paperwork.

During your travel:

Step 1:

During your travel, please keep track of your expenses on the receipt form. You will
need to submit the form with all of your receipts detailing all of your expenses when
you return from your trip. If the form is not completely filled out, this will delay
your reimbursement.

While you are traveling, you must save all of your receipts. This also includes food.
The receipts must be itemized and show everything ordered. If you share a receipt with someone, you must mark what you ordered. Separate
receipts are preferred. Maximum daily food allowance is $55.

Step 2:

Provide proof of attendance by saving your name tag, agenda, or copy of conference
manual.